BUSINESS

CORRESPONDENCE

Session 8
AGUNG PRAPTAPA
UNSOED
 Will be discussed here:

Routine E-mail Message and Memos

Routine Letters and Goodwill Message

Routine E-mail Message and
Memos
 E-mail
E-mail has become the primary
communication channel for internal
communication
Now is expanded through other
channels such as: facebook, ym, blog
Used for external communication as
well
• Recruitment
• Marketing
• Purchasing
• etc
 Tips for seccessful email for
business
 Subject: describe action taken
• Example: sending you brochure about banking
kiosks
 Use saltation for friendly tone:
• Example: Dear Sir, Dear Madam, Dear Sirs, Dear
John, Dear Sir or Madam
 Open with direct response to inquiry
• Example: Thanks for inquiry about.......
 Provide details concisely
 Close with date and action request
 Nice closing remaks:
• Example: best, sicerely, regards
 Organization of e-mail
messages and memos
 Subject line:
• Summarize the central idea
• Use an abbreviated style
 Opening
• State the purpose of writing
• Ask questions immediately
• Supply information directly
 Body
• Explain details
• Enhance readability
• Supply graphic highlighting
• Be cautious
 Closing
• Request action
• Summarize
• Avoid cliche ending
Routine Letters
and
Goodwill Message
Characteristics of Good Letters
Clearcontent
A tone of goodwill
Correct form
 Organization of letter
 Opening
• Frontload with main idea
• Tell immediately why you are writting
 Body
• Explain your request or response
• Provide details
• Consider using lists, headings, or colums to
improve readability
 Closing
• Provide courteous conclussion
• In requests, tell what action you want
• Provide end date if appropriate
 Goodwill Message
Thanks
• Thanks for a gift
• Thanks for a favour
• Thanks for hospitality
Recognition
• To respond goodwill message we may receive
Symphaty
• To express condolences
 Good Goodwill Message
(5S)
Selfless
• Focus on receiver
Specific
• Personalize the message
Sincere
• Show genuine feeling
Spontaneous
• Keep he message fresh and enthusiastic
Short
• Can be long, but the shorter the better
 Assignment 6:
E-mailing to overseas
 You should send e-mail to someone
overseas, can be person, company,
university, etc.
 Should be in English
 Send e-mail as many as possible
 After you get response (answer), please
post your email and the answer to e-
learning web blog:
www.apbuscom.blogspot.com
 Should be posted by Thursday 21 May
2009
 Thank you
Agung Praptapa:
• Email: agung.praptapa@gmail.com
• Web: www.praptapa.com
• Blog: www.praptapa.unsoed.net
• Elearning Web Blog for Business
Communication:
www.apbuscom.blogspot.com

TIPs for you today:

• “We should not only use all the brains we
have, but all that we can borrow” (Woodrow Wilson)